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Setting up monthly or termly schedules

Learn how to structure repeating classes or sessions

Anni avatar
Written by Anni
Updated yesterday

If your events or classes repeat monthly or termly, Bookwhen offers flexible options to manage them. Choosing the right schedule structure helps you effectively control bookings, payments, and customer access.
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This article explains how to set up and manage monthly or termly schedules in Bookwhen.

Option 1: Ongoing schedule with passes

Set up an ongoing schedule of your sessions and sell passes. Passes can include a timeframe restriction, for example, “Valid for this calendar month only” using the Fixed period setting:

Pass setting with an arrow pointing at the 'Fixed period' setting

Or “Valid for three months from purchase.” using the Fixed period from first use setting:

Pass setting with an arrow pointing at the 'Fixed period from first use' setting

Best for

  • Flexible attendees who may not want to commit to a full term and prefer using multiple sessions within a defined period.

Pros

  • Easy to track usage limits.

  • Bookers can choose sessions that suit their schedule.

Considerations

  • Requires careful setup of pass validity periods to match your monthly or termly cycles.

  • Revenue may be less predictable if attendance fluctuates.

Option 2: Ongoing schedule with memberships

Offer a membership that grants access to specific classes on your schedule. Memberships follow your chosen billing cycle and start date, and you can restrict access to specific sessions if needed.

Best for

  • Regular attendees who commit to a recurring plan.

Pros

  • Automatic recurring payments.

  • Members can book designated sessions without needing separate tickets.

Considerations

  • Memberships are ideal for consistent long-term attendance.

  • Usage restrictions per member need to be carefully defined in advance (e.g., max sessions per month).

Option 3: Monthly or termly schedule with course tickets

Create a schedule specifically for the month or term, and sell course tickets for the full set of sessions.

Best for

  • Customers who commit to a fixed set of dates, such as a term-long course or a month-long workshop series.

Pros

  • Clear structure for both you and attendees.

  • Simplifies attendance tracking and reporting.

Considerations

  • Less flexibility for attendees who can’t attend all sessions.

  • Requires creating a new course ticket for each term or month.

Choosing the best option

  • If you want flexible attendance: Ongoing schedule + passes.

  • If you want recurring members: Ongoing schedule + memberships.

  • If you want fixed-term commitment: Monthly/termly schedule + course tickets.

💡 Tip: Your plan may affect which options are available. Check your account features to review which setup works best for you.

💬 Need extra help?

  • For the quickest response, contact us via live chat on our homepage or your account. Buddy, our trusty chatbot, will assist first and pass you to a support team member if needed.

  • Prefer email? Send us an email instead.

Thank you! 🕺

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Related Articles
Memberships Overview
Choosing a Bookwhen plan
Transferring memberships to Bookwhen using Passes
Marketing tips
Advanced reporting: Individual attendance and allowances
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